CEI Services for North Duke Street Pedestrian Improvements.pdf

Version: 2023.10.26 MTM

Advertised: October 2, 2026

CITY OF DURHAM

REQUEST for LETTERS of INTEREST (RFLOI)

CEI SERVICES FOR US 501 (NORTH DUKE STREET) SIDEWALKS

TITLE: Request for Letters of Interest for CEI Services:

SW-50 North Duke Street Sidewalks (EB-5715)

ISSUE DATE: October 2, 2026

SUBMITTAL DEADLINE: November 3, 2026

ISSUING AGENCY: City of Durham

SYNOPSIS

SUBCONSULTANTS ARE PERMITTED UNDER THIS CONTRACT.

This contract shall be partially reimbursed with Federal-aid funding through the North Carolina Department of Transportation (hereinafter referred to as the Department). The solicitation, selection, and negotiation of a contract shall be conducted in accordance with all Department requirements and guidelines.

The primary and/or subconsultant firm(s) shall be pre-qualified by the Department to perform ALL of the Discipline Codes listed below for the City of Durham. Discipline Codes required are:

• 195 – Roadway Construction Engineering & Inspection

• 289 – Signal Systems Inspection

WORK CODES for each primary and/or subconsultant firm(s) SHALL be listed on the respective RS-2 FORMS (see section ‘SUBMISSION ORGANIZATION AND INFORMATION

REQUIREMENTS’).

This RFLOI is to solicit responses (LETTERS of INTEREST, or LOIs) from qualified firms to provide professional consulting services to: The City of Durham.

The City of Durham desires to engage a private engineering consulting firm to provide construction engineering services for a federally funded project to provide Pedestrian Improvements along North Duke Street. The project, SW-50, will construct sidewalks on east side of N. Duke Street from Murray Ave to N. Roxboro Road. Total length is 1.8 miles. The improvements include new sidewalks, crosswalk improvements, and accessible ramps. Firms shall demonstrate previous experience in the administration and inspection of similar construction projects.

A copy of this RFLOI for CEI services is available for download at the following webpage:

http://durhamnc.gov/5552

Electronic LOIs should be submitted in .pdf format using software such as Adobe, CutePDF PDF Writer, Docudesk deskPDF, etc.

LOIs SHALL be received ELECTRONICALLY, BY MAIL, OR HAND-DELIVERED no later than 4:00 PM, November 3, 2026.

The address for electronic deliveries is: Jason.Lee@DurhamNC.gov

The address for mailings is:

City of Durham

Attn: Jason Lee - Project Manager Environmental & Street Services Department, Engineering Division 101 City Hall Plaza, Suite 3100 Durham, NC 27701-3329

The address for hand-deliveries is:

Attn: Jason Lee - Project Manager Environmental & Street Services Department, Engineering Division 101 City Hall Plaza, Suite 3100 Durham, NC 27701-3329

LOIs received after this deadline will not be considered.

Except as provided below any firm wishing to be considered must be properly registered with the Office of the Secretary of State and with the North Carolina Board of Examiners for Engineers and Surveyors. Any firm proposing to use corporate subsidiaries or subcontractors must include a statement that these companies are properly registered with the North Carolina Board of Examiners for Engineers and Surveyors and/or the NC Board for Licensing of Geologists. The Engineers performing the work and in responsible charge of the work must be registered Professional Engineers in the State of North Carolina and must have a good ethical and professional standing. It will be the responsibility of the selected private firm to verify the registration of any corporate subsidiary or subcontractor prior to submitting a Letter of Interest. Firms which are not providing engineering services need not be registered with the North Carolina Board of Examiners for Engineers and Surveyors. Some of the services being solicited may not require a license. It is the responsibility of each firm to adhere to all laws of the State of North Carolina.

The firm(s) must have an adequate accounting system to identify costs chargeable to the project.

The firm must have the financial ability to undertake the work and assume the liability. The selected firm(s) will be required to maintain, on a primary basis and at is sole expense, at all times during the life of this Contract the following coverage’s and limits. The requirements contained herein, as well as City’s review or acceptance of insurance maintained by Contractor is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract. All insurance companies must be authorized to do business in North Carolina and have no less than an A VIII rating or better.

http://durhamnc.gov/5552 mailto:Jason.Lee@DurhamNC.gov

1) Commercial General Liability – Combined single limit of no less than $1,000,000 each occurrence and $2,000,000 aggregate. Coverage shall not contain any endorsement(s) excluding nor limiting Product/Completed Operations, Contractual Liability or Cross Liability.

2) Automobile Liability – Limits of no less than $1,000,000 Combined Single Limit.

Coverage shall include liability for Owned, Non-Owned and Hired automobiles. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Auto Liability policy. Automobile coverage is only necessary if vehicles are used in the provision of services under this Contract and/or are brought on a City of Durham site

3) Workers' Compensation & Employers Liability – Contractor agrees to maintain Worker’s Compensation Insurance in accordance with North Carolina General Statute Chapter 97 and with limits of no less than $1,000,000 each accident, each employee and policy limit.

4) Additional Insured – Contractor agrees to endorse the City as an Additional Insured on the Commercial General Liability. The Additional Insured shall read ‘City of Durham as its interest may appear’.

5) Certificate of Insurance – Contractor agrees to provide City of Durham a Certificate of Insurance evidencing that all coverage’s, limits and endorsements required herein are maintained and in full force and effect, and Certificates of Insurance shall provide a minimum thirty (30) day endeavor to notify, when available, by Contractor’s insurer. If Contractor receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein, or receives notice that coverage no longer complies with the insurance requirements herein, Contractor agrees to notify the City within five (5) business days with a copy of the non-renewal or cancellation notice, or written specifics as to which coverage is no longer in compliance. The Certificate Holder address should read:

Environmental & Street Services/Contract Management 101 City Hall Plaza, Suite 3100 Durham, NC 27701

6) Umbrella or Excess Liability – Contractor may satisfy the minimum liability limits required above under an Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability, however, the Annual Aggregate limits shall not be less than the highest ‘Each Occurrence’ limit for required policies.

Contractor agrees to endorse City of Durham as an ‘Additional Insured’ on the Umbrella or Excess Liability, unless the Certificate of Insurance states the Umbrella or Excess Liability provides coverage on a ‘Follow-Form’ basis.

SCOPE OF WORK

The City of Durham is soliciting proposals for the services of a firm/team for the following contract scope of work:

The scope of work includes, but is not necessarily limited to, the following tasks:

1) Construction Administration

a. Comply with all NCDOT and Federal requirements.

i. Documentation

1. Daily Report Form

2. Project Diary Form

3. Maintain a Testing and Ticket Book

ii. Davis-Bacon Wage Survey

iii. Coordination

2) Submittals

a. Verify all submittals comply with NCDOT and Federal requirements.

3) Testing

a. Comply with all NCDOT and Federal requirements.

i. Concrete Testing

ii. Asphalt Testing

iii. Take daily photos

4) Inspection

a. Comply with all NCDOT and Federal requirements.

5) PDRX

a. The consultant shall be responsible for the verification and approval of payment quantities that the contractor submits into the City’s contract management application (PDRX) as daily quantity reports. The consultant shall monitor the installed quantities daily and alert City staff immediately of any quantities in excess of the estimates.

6) As-Built

a. The consultant will collect survey data on new stormwater structures for the purpose of creating as-built drawings that meet the City of Durham’s requirements listed in the Reference Guide for Development.

For a full list of requirements the CEI scope of services shall cover, please review the plans and project manual for the construction of SW-50 on the City of Durham project website. The link can be found here: RFLOI for CEI Services for North Duke Street Sidewalk (SW-50C) | Durham, NC

PROPOSED CONTRACT TIME: 540 Days

PROPOSED CONTRACT PAYMENT TYPE: The proposed method of payment for this contract is a Cost not to exceed basis. Progress payments will be made on a monthly basis.

The compensation amount will be negotiated with the first firm selected for the project as described in the Section of the RFLOI titled Selection Criteria. If the compensation amount cannot be successfully negotiated with the first firm, then the City will begin compensation negotiations with the next firm in line, and so on.

The desired services include Construction Engineering and Inspection (CEI) and construction contract administration for SW-50 North Duke Street Sidewalks (EB-5715). Tasks to be performed include, but are not necessarily limited to:

• Producing an Inspector’s Daily Report giving a detailed account of all activities during the life of the project.

• Maintaining a Project Diary with Inspector’s Daily Reports and other required information.

• Maintaining Pay Records.

• Attend preconstruction conference and assist LGA staff in ensuring proper execution of all contract documents.

• Reviewing and verifying contractor pay applications.

• Maintaining written correspondence with the Contractor.

https://www.durhamnc.gov/5552 https://www.durhamnc.gov/5552

• Completing and maintaining minutes of all project meetings.

• Ensuring Contractor compliance with Buy America provisions in 23 U.S.C. Sec. 313 and

23 C.F.R. Sec. 635.410.

• Ensuring timely Contractor/Subcontractor submission of Certified Payrolls, ensuring

Certified Payrolls include all required information, and maintaining Certified Payrolls in the project file.

• Verifying certified payrolls to assist LGA in making payments to the Contractor.

• Performing calendar year quarterly Wage Rate Interviews and other employee interviews as necessary to ensure proper Contractor and-or Subcontractor employee classification and compensation and proper inclusion of employees on Contractor and-or Subcontractor Certified Payrolls; notifying the LGA of any and all complaints by Contractor/Subcontractor employees related to payment or employment classification; and coordinating with the LGA as needed to investigate and-or report complaints to NCDOT or other applicable agencies.

• Ensuring that appropriate federal posters are displayed on the jobsite and accessible to all employees on the jobsite.

• Processing all Change Orders and Supplemental Agreements for project construction.

• Processing all Requests for Extensions in Contract Time and Additional Compensation claims.

• Ensuring prompt payment by the Contractor to any Subcontractors.

• Ensuring Contractor submittal, with each pay request, of accounting of payments made to

DBE firms, including material suppliers and contractors at all levels (prime, subcontractor or second tier subcontractor); comparing final payments to DBE firms with project commitments (see below); and, as needed, obtaining explanations of DBE payment shortfalls.

• Performing final inspection and when work is to contract standards recommending acceptance of the project to the LGA.

• Working with the NCDOT Materials and Tests Unit in ensuring that all project materials and products meet the required criteria; providing and/or maintaining required materials and testing documentation.

• Completing and/or reviewing of Materials Received Reports (MRRs) for any non-exempt materials to be temporarily or permanently incorporated in the construction; and, as needed, assisting the LGA in investigation and follow-up action in the event one or more materials fail tests.

• Communicating with NCDOT and-or FHWA regarding Independent Assurance testing of materials.

• Ensuring Contractor/Subcontractor compliance with the conditions in the Permit to Construct issued by NCDOT, NCDEQ, and NCRR, covering construction activities in the [AGENCY’S EASEMENT], and NCDOT and NCDEQ standards, specifications, and procedures, to the extent not already conducted by NCDOT designated construction inspector; and coordinating as appropriate with NCDEQ and NCRR designated construction inspector.

• As needed, working with the LGA to keep in communication with appropriate staff from NCDEQ, NCRR, and NCDOT regarding project progress.

• Submitting original project materials records to the NCDOT Materials and Tests Unit.

• Inspecting erosion control devices to ensure they are properly installed and maintained.

• Maintain erosion control Records.

• Inspecting Traffic Control for compliance with MUTCD/Traffic Control Plan and maintaining documentation.

• Coordinating with the LGA in arranging reimbursement requests from NCDOT and ensuring that the Contractor and-or Subcontractors do not engage in any activity in violation of a provision in the Municipal Agreement or Supplemental Agreements. These documents will be provided to the selected firm.

• In general, ensuring Contractor/Subcontractor compliance with approved plans and specifications.

• Miscellaneous communication with the LGA and NCDOT relating to the tasks listed above or other matters pertinent to the CEI services.

SUBMITTAL REQUIREMENTS

All LOIs are limited to ten (10) pages front and back (20 pages of information) exclusive of cover page, table of contents, letters of reference, and resumes (RS-2 forms are not included in the page count), and shall be typed on 8-1/2” x 11” sheets, single-spaced, one-sided.

Fold-out pages are not allowed. To reduce costs and to facilitate recycling, binders, dividers, tabs, etc. are prohibited. One staple in the upper left-hand corner is preferred.

LOIs containing more than ten (10) pages will not be considered.

For hand delivered or mailed options: One (1) hard copy and one (1) PDF copy of the LOI should be submitted.

Firms submitting LOIs are encouraged to carefully check them for conformance to the requirements stated above. If LOIs do not meet ALL of these requirements they will be disqualified. No exception will be granted.

SELECTION PROCESS

Following is a general description of the selection process:

• The LGA’s Selection Committee will review all qualifying LOI submittals.

• For Limited Services Contracts (On-Call type contracts), the LGA’s Selection Committee MAY, at the LGA’s discretion, choose any number of firms to provide the services being solicited.

• For Project-Specific Contracts (non-On-Call type contracts), the LGA’s Selection Committee MAY, at the LGA’s discretion, shortlist a minimum of three (3) firms to be interviewed. IF APPLICABLE, dates of shortlisting and dates for interviews are shown in the section SUBMISSION SCHEDULE AND KEY DATES at the end of this RFLOI.

• In order to be considered for selection, consultants must submit a complete response to this RFLOI prior to the specified deadlines. Failure to submit all information in a timely manner will result in disqualification.

TITLE VI NONDISCRIMINATION NOTIFICATION

The LGA in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all RESPONDENTS that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit LETTERS of INTEREST (LOIs) in response to this ADVERTISEMENT and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

SMALL PROFESSIONAL SERVICE FIRM (SPSF) PARTICIPATION

The Department encourages the use of Small Professional Services Firms (SPSF). Small businesses determined to be eligible for participation in the SPSF program are those meeting size standards defined by Small Business Administration (SBA) regulations, 13 CFR Part 121 in Sector 54 under the North American Industrial Classification System (NAICS). The SPSF program is a race, ethnicity, and gender-neutral program designed to increase the availability of contracting opportunities for small businesses on federal, state or locally funded contracts. SPSF participation is not contingent upon the funding source.

The Firm, at the time the Letter of Interest is submitted, shall submit a listing of all known SPSF firms that will participate in the performance of the identified work. The participation shall be submitted on the Department’s Subconsultant Form RS-2. RS-2 forms may be accessed on the Department’s website at NCDOT Connect Guidelines & Forms.

The SPSF must be qualified with the Department to perform the work for which they are listed.

PREQUALIFICATION

The Department maintains on file the qualifications and key personnel for each approved discipline, as well as any required samples of work. Each year on the anniversary date of the company, the firm shall renew their prequalified disciplines. If your firm has not renewed its application as required by your anniversary date or if your firm is not currently prequalified, please submit an application to the Department prior to submittal of your LOI. An application may be accessed on the Department’s website at Prequalifying Private Consulting Firms -- Learn how to become Prequalified as a Private Consulting Firm with NCDOT. Having this data on file with the Department eliminates the need to resubmit this data with each letter of interest.

Professional Services Contracts are race and gender neutral and do not contain goals. However, the Respondent is encouraged to give every opportunity to allow Disadvantaged, Minority-Owned and Women-Owned Business Enterprises (DBE/MBE/WBE) subconsultant utilization on all LOIs, contracts and supplemental agreements. The Firm, subconsultant and subfirm shall not discriminate on the basis of race, religion, color, national origin, age, disability or sex in the performance of this contract.

DIRECTORY OF FIRMS AND DEPARTMENT ENDORSEMENT

Real-time information about firms doing business with the Department, and information regarding their prequalification and certifications, is available in the Directory of Transportation Firms. The Directory can be accessed on the Department’s website at Directory of Firms -- Complete listing of certified and prequalified firms.

The listing of an individual firm in the Department’s directory shall not be construed as an endorsement of the firm.

https://connect.ncdot.gov/business/consultants/Pages/Guidelines-Forms.aspx https://connect.ncdot.gov/business/Prequal/Pages/Private-Consulting-Firm.aspx https://www.ebs.nc.gov/VendorDirectory/default.html

SELECTION CRITERIA

All prequalified firms who submit responsive letters of interest will be considered.

In selecting a firm/team, the selection committee will take into consideration qualification information including such factors as:

1. Understanding of the Project – 25%

a. How well has the candidate demonstrated a thorough understanding of the purpose and scope of the project?

b. How well has the candidate identified issues and potential problems related to the project?

c. How well has the candidate demonstrated that it understands the deliverables the City expects it to provide?

d. How well has the candidate demonstrated that it understands the City's schedule and can meet it?

2. Methodology Used for the Project – 25%

a. How well does the methodology depict a logical approach to fulfilling the requirements of the RFQ?

b. How well does the methodology match and contribute to achieving the objectives set out in the RFQ?

c. How well does the methodology interface with the schedule in the RFLOI?

3. Management Plan for the Project – 25%

a. How well does the management plan support all of the project requirements and logically lead to the deliverables required in the RFLOI?

b. How well is accountability completely and clearly defined?

c. Is the organization of the project team clear?

d. How well does the management plan illustrate the lines of authority and communication?

e. To what extent does the candidate already have the hardware, equipment, and licenses necessary to perform the contract?

f. Does it appear that the candidate can meet the schedule set out in the RFLOI?

g. Has the candidate offered alternate deliverables and gone beyond the minimum tasks necessary to meet the objectives of the RFLOI?

h. How well have potential problems been identified?

i. Is the LOI responsive to all material requirements in the RFLOI?

4. Experience and Qualifications -25%

Questions regarding the personnel.

a. Do the individuals assigned to the project have experience on similar projects?

b. Are resumes complete and do they demonstrate backgrounds that are desirable for individuals engaged in the work the project requires?

c. How extensive are the applicable education and experience of the personnel designated to work on the project?

d. How knowledgeable are the candidate's personnel of the local area and how many individuals have worked in the area previously?

Questions regarding the candidate:

e. How well has the candidate demonstrated experience in completing similar projects on time and within budget?

f. How successful is the general history of the candidate regarding timely and successful completion of projects?

g. Has the candidate provided letters of reference from clients?

h. If subcontractors will perform work on the contract, how well do they measure up to the evaluation used for the candidate?

Ater reviewing qualifications, if firms are equal on the evaluation review, then those qualified firms with proposed SPSF participation will be given priority consideration.

SUBMISSION ORGANIZATION AND INFORMATION REQUIREMENTS

The LOI should be addressed to:

Attn: Jason Lee - Project Manager

Environmental & Street Services Department, Engineering Division 101 City Hall Plaza, Suite 3100 Durham, NC 27701-3329

The LOI must include the name, address, telephone number, and e-mail address of the prime consultant’s contact person for this RFLOI.

Candidates should submit their LOIs in a sealed envelope. The envelope should be addressed for delivery to the Project Manager at the address shown above. Write the following prominently on the outside of the envelope: Request for Letters of Intent for CEI Services (Contract SW- 50C).

The LOI must also include the information outlined below:

Chapter 1 - Introduction

The Introduction should demonstrate the consultant's overall qualifications to fulfill the requirements of the scope of work and should contain the following elements of information:

Expression of firm’s interest in the work;

Statement of whether firm is on register;

Date of most recent private engineering firm qualification;

Statement regarding firm‘s(’) possible conflict of interest for the work; and Summation of information contained in the letter of interest.

Chapter 2 - Team Qualifications This chapter should elaborate on the general information presented in the introduction, to establish the credentials and experience of the consultant to undertake this type of effort. The following must be included:

1. Identify recent, similar projects the firm, acting as the prime contractor, has conducted which demonstrates its ability to conduct and manage the project. Provide a synopsis of each project and include the date completed, and contact person.

2. If subconsultants are involved, provide corresponding information describing their qualifications as requested in bullet number 1 above.

Chapter 3 - Team Experience

This chapter must provide the names, classifications, and location of the firm’s North Carolina employees and resources to be assigned to the advertised work; and the professional credentials and experience of the persons assigned to the project, along with any unique qualifications of key personnel. Although standard personnel resumes may be included, identify pertinent team experience to be applied to this project. Specifically, the Department is interested in the experience, expertise, and total quality of the consultant's proposed team. If principals of the firm will not be actively involved in the study/contract/project, do not list them. The submittal shall clearly indicate the Consultant’s Project Manager, other key Team Members and his/her qualifications for the proposed work. Also, include the team’s organization chart for the Project / Plan. A Capacity Chart / Graph (available work force) should also be included. Any other pertinent information should also be listed in this section.

Note: If a project team or subconsultant encounters personnel changes, or any other changes of significance dealing with the company, NCDOT should be notified immediately.

Chapter 4 - Technical Approach The consultant shall provide information on its understanding of, and approach to accomplish, this project, including their envisioned scope for the work and any innovative ideas/approaches, and a schedule to achieve the dates outlined in this RFLOI (if any project-specific dates are outlined below).

APPENDICES-

Letters of reference

CONSULTANT CERTIFICATION Form RS-2

Completed Form RS-2 forms SHALL be submitted with the firm’s letter of interest. This section is limited to the number of pages required to provide the requested information.

Submit Form RS-2 forms for the following:

• Prime Consultant firm

Prime Consultant Form RS-2 Rev 1/14/08; and

• ANY/ALL Subconsultant firms to be, or anticipated to be, utilized by your firm.

Subconsultant Form RS-2 Rev 1/15/08.

In the event the firm has no subconsultant, it is required that this be indicated on the Subconsultant Form RS-2 by entering the word “None” or the number “ZERO” and signing the form.

Complete and sign each Form RS-2 (instructions are listed on the form).

The required forms are available on the Department’s website at:

https://connect.ncdot.gov/business/consultants/Pages/Guidelines-Forms.aspx

Prime Consultant Form RS-2

Subconsultant Form RS-2

All submissions, correspondence, and questions concerning this RFLOI should be directed to

Attn: Jason Lee - Project Manager Environmental & Street Services Department, Engineering Division 101 City Hall Plaza, Suite 3100 Durham, NC 27701-3329

(984) 390-4906 Jason.Lee@durhamnc.gov

SUBMISSION SCHEDULE AND KEY DATES

RFLOI Release – October 2, 2026

Deadline for Questions – October 23, 2026

Issue Final Addendum – October 30, 2026

Deadline for LOI Submission – November 3, 2026

Firm Selection and Notification ** – November 13, 2026

Anticipated Notice to Proceed – February 2027

** Notification will ONLY be sent to selected firms.

https://connect.ncdot.gov/business/consultants/Pages/Guidelines-Forms.aspx https://connect.ncdot.gov/business/consultants/Roadway/Form%20RS-2%20Prime%20Contractor.pdf https://connect.ncdot.gov/business/consultants/Roadway/Form%20RS-2%20Subcontract.pdf mailto:Jason.Lee@durhamnc.gov